In this article we’ll guide you through the basics of running Reports from the Insights & Mailings Interface and the Opportunities Interface.
TIP: If you want to run a report from the Sales Interface, read How to Add and Run Reports in the Sales Interface. If you want to run a report from the Partners Companies Interface, read The Partners Companies Interface.
Before reading this article, make sure you are familiar with:
How do I run a Report in Spektrix?
Reports can be found in the Insights & Mailings Interface.
TIP: To access the Insights & Mailings Interface, you’ll need the Insights & Mailings User Role or Insights & Mailings Administrator Role. If you don’t have this Role, ask the Settings Administrator in your organization to add this Role to your User Account.
To run a Report you’ll need to complete the following steps:
- Select a Report
- Select a Criteria Set
- Set the Criteria and Parameter Values*
- Select a format and run the Report
- Download the Report to your computer
* Report Parameters are currently available for a limited number of Standard Reports (formatted version only). Where Report Parameters are unavailable, you won’t be able to select or set Parameters. For more information, read Report Parameters.
1. Select a Report
Search and/or select the Report from the Report Explorer. The Report Explorer includes all of your Standard and Custom Reports. For a full list of available Standard Reports, read A Guide to Standard Reports in Spektrix.
TIP: Standard and Custom Reports with the Report Type of Opportunities, Campaigns, Opportunity Stages, Activities, Pledges & Legacies, Attendee, Invitees, Relationships or Soft Credits can also be run from the Reporting Dashboard in the Opportunities Interface.
For more information on how to search for Standard and Custom Reports, read The Report Explorer – Support Centre.
2. Select a Criteria Set
Click the arrow on the left of the Report to expand and view Standard and Custom Criteria Sets. Standard Criteria Sets are labeled “Standard” while custom Criteria Sets don’t have a label.
You can also copy and edit or create Criteria Sets. For more information, read Criteria Sets.
3. Set Criteria and Parameter Values
Click the green play button to open the Criteria Set and view the Criteria and Parameters (where available).
Switch between the Criteria and Parameters tabs to set the Criteria values and Parameter values.
REMINDER: Report Parameters are currently available for a limited number of Standard Reports (formatted version only). Report Parameters don’t affect the unformatted version of these Reports. Where Report Parameters are unavailable, the Parameters tab will not appear. For more information, read Report Parameters.
Criteria and Parameters may have default or saved custom values. If you don’t need to select or change any values, you can skip this section and go to Select a format and run the Report.
Criteria Values
Click the Criteria tab to select Criteria. Criteria filters what data is run through the Report.
Criteria values must be set in order to run the Report. Criteria values are set according to type and can be input by:
- Entering values or ranges
- Selecting dates
- Checking or unchecking boxes
- Selecting options from a dropdown
Depending on the Criteria Set, some values may be preset or have default values.
Here is an example of Criteria:
For more information, read Criteria Sets.
Parameter Values
Click on the Parameters tab to set Parameter values.
REMINDER: Report Parameters do not affect the unformatted versions of Standard Reports. Report Parameters are not available for Custom Reports.
You can adjust the default Parameter values to change the display of Standard Reports. Each Report has Parameters and values unique to their formatted output.
Parameter values are set according to type and can be input by:
- Checking or unchecking boxes
- Selecting options from a dropdown
Here is an example of Parameters:
For more information, read Report Parameters.
4. Select a Format and Run Report
Click Run as PDF (default file type for Standard Reports and Custom Formatted Reports) or Run as Excel (unformatted .xlsx) (default file type for Custom Unformatted Reports) to run the Report.
To choose a different file type, click the arrow and select from the dropdown:
Available file types include:
- PDF (Standard Reports and Custom Formatted Reports only)
- Excel (Standard Reports and Custom Formatted Reports only)
- Excel (unformatted .xlsx)
- CSV
- Raw (XML)
5. Download the Report to your computer
As the Report runs, a status bar will appear in the upper right corner of the screen.
Once complete, the status bar will turn into a link that you can click to download your Report to your computer:
If a Report cannot be generated, the status bar will indicate a reason, for example, “No data”:
This may indicate that there is no data that meets the Criteria and there is no data to report on. If you believe this is an error, repeat the steps to run the Report again; you may need to select new Criteria.
Once downloaded, you can open and view the Report from your computer.
TIP: The Report file is static; if you need to change the data, you’ll need to run the Report again.